FAWLEY PARISH COUNCIL

Minutes of a meeting of Fawley Parish Council held on Wednesday 15 April 2009 at 7pm in the Jubilee Hall, Fawley.

Present: Cllr M Fidler (In the Chair), Cllr L Dunsdon (Vice-Chairman), Cllr Mrs M Alderman, Cllr Mrs S Courtney, Cllr A Glass, Cllr B Hall (until 150a i), Cllr E Holtham, Cllr R Lewis, Cllr A McDowall, (from public session), Cllr Mrs B Maynard, Cllr G Smith, Cllr D Walker, Cllr R Wappet.

In attendance: Mrs M Hitch, Clerk to the Council. Mrs S Markides, Clerical Assistant.

Also present: District Cllr Mrs A McEvoy (until item 144), Youth Worker Debbie Elliott, Inspector K Leckey, Hythe Police (from public session until item 139), Police Community Safety Officer B Hayes (from public session until item 139), 11 members of the public.

133. Apologies: Cllr Mrs K Lord.

134. Declarations of interest: Cllr Wappet declared a non-prejudicial interest in Item 139 Planning, as he is a member of the New Forest Planning Committee. He stated that he would consider the applications on the evidence in front of him at this time.

135. Minutes:

RESOLVED: That the minutes of the meeting held on 18 February 2009 be confirmed as a correct record.

136. Chairman’s Remarks: The Chairman reported that a letter of thanks had been received from a resident regarding the new traffic markings in Newlands Road.

PUBLIC SESSION: A member of the public gave information on why planning application 09/93876 41&42 Pavilion Gardens, retention of two sheds was required providing information on the position of the buildings and the two frontages involved. Another member of the public thanked District Cllr Mrs McEvoy for her work regarding the resurfacing of the car park at Calshot as he considered this had made it much easier for the disabled to access. However he considered that the moving of the bar to the downstairs room of Gang Warily had made access for the disabled difficult as the lift needed staff assistance to be operated. Members acknowledged the remarks made and suggested that an immediate review of access to the downstairs bar be undertaken. Cllr A McDowall arrived at the meeting. The problem of speeding in Church Lane, Fawley was raised and the Chairman advised that this matter had been discussed at a recent Traffic Management meeting and a review was in hand with funding available from Exxon Mobil. A member of the committee of the New Forest Bee Keepers Association advised the meeting of the importance of bees and of the nationwide loss of bees. He asked if there were any suitable sites to erect beehives available within the parish (see item 150a i).

137. The work of Solent Youth Action and the Graffiti Canvas: Kailea Mead, Solent Youth Diversity Officer explained the work of the group with young people who may have difficulties engaging in education or employment and the positive contribution they can make to the community. Members admired the canvas produced by the group, which was now hanging on the wall of the Council Chamber, Jubilee Hall and it was suggested that Blackfield Neighbourhood Centre be contacted and informed of the artwork available.

138. An update Police Report: Inspector Leckey introduced himself and Police Community Safety Officer B Hayes. He advised on the number of necessary forms required when stopping and speaking to a member of the public and the length of police time taken to complete these. A new PCSO had been allocated to the parish and was currently in the early stages of training with beat surgeries ongoing although some present suggested these were not advertised as well as they could be and that timings were not always suitable. Inspector Leckey advised that speeding concerns reported in the public session were the responsibility of the Community Reassurance team although anti-social motor vehicle use could be reported to a local police station. The Neighbourhood Watch Scheme previously neglected was now a priority and it was requested that any contact details known of lapsed schemes be forwarded to PCSO Hayes. Inspector Leckey thanked the Council for their support in providing office accommodation for the PCSO at Gang Warily and hoped that IT equipment would be funded. Members advised that parishioners had told them of crimes and that it was difficult to contact police to report these using the call centres but Inspector Leckey urged that all crimes are reported as these could then be recorded. PCSO Hayes reported on her work over the last two months including criminal damage, neighbour disputes and rowdy and inconsiderate behaviour.

139. Planning: a) Parish List: RESOLVED: To submit observations on planning applications, as follows:

09/93831 18 Studley Avenue, Holbury, Fawley, SO45 2PP Single-storey rear extension. (No1) We recommend permission but would accept the decision reached by the District Officers under their delegated powers.

09/93876 41&42 Pavilion Gardens, Blackfield, Fawley, SO45 1FE Retention of 2 sheds. (No5) We are happy to accept the decision reached by the District Councils Officers under their delegated powers.

09/93680 Block 2, Fawley Refinery, Fawley, SO45 1TX Building for Distillation Plant Operators. (No3) We recommend permission.

09/93869 68 Long Copse, Holbury, Fawley, SO45 2LA Garage extension & conversion to ancillary accommodation. (No1) We recommend permission but would accept the decision reached by the District Officers under their delegated powers.

140. A report from the Clerk regarding the Fawley Youth Trust Working Party including an update on the Newlands Road Project (see attached Appendix A). Concern was raised regarding developer’s contributions for the Newlands Road site and consideration to be given to the development of the site as a whole.

141. An update report from the Youth Worker (see attached Appendix B). Members congratulated the Youth Worker on her work so far. Confirmation of permission to use storage at Jubilee Hall was requested and it was advised that confirmation would follow in the adoption of the Public Services minutes Item 15. It was also noted that the following payments had been made from the Youth Provision Fund 7801: a laptop network repair £70.00, fishing equipment £205.82, purchase of a new laptop for the Youth Worker £459.00.

142. County Councillor’s report: Cllr Dunsdon reported that Hampshire Fire & Rescue had during 08/09 exceeded their targets for home safety visits. The promotion had targeted the vulnerable, high-risk sections of the community such as the elderly and the disabled. A Guide to tree preservation procedures was now available. Cllr Dunsdon informed the meeting that this was his last report as a County Councillor, he had enjoyed his time in this position and was now looking forward to new challenges.

143. Report from District Councillors: District Cllr Mrs McEvoy reported that Chairman of New Forest District Council, Paul Woods, had recently held a dinner dance with funds raised going to local charities. Due to the financial challenges facing the District Council all member allowances had been frozen for the forthcoming year. The Crime & Disorder Review Panel had recently completed a detailed review of car crime and a pilot scheme had been launched to tackle this and theft from motor vehicles. Many vehicle crimes go unreported but for those that were good quality forensic evidence was vital. Cllr Mrs McEvoy wished Cllr Dunsdon well for the future.

District Cllr Wappet reported that it had been a quiet month. There had been confusion at a recent Planning Development Control meeting concerning the application at Elmside, Ashlett Road and this had therefore been deferred. Central government rent increases had been decreased to 3% from 5½ %. He hoped to report further on a scheme supported by NFDC, which would provide a short period of time with trained volunteers in a settled environment for homeless people. Cllr Wappet added that he had enjoyed working with Cllr Dunsdon and gave him best wishes for the future.

144. Reports from Representatives and Nominees on Local Bodies:

a) New Forest Consultative Panel: Cllr E Holtham had been unable to attend. b) New Forest Sports Council: Cllr D Walker. No meeting had been held. c) Waterside Citizens Advice Bureau: Cllr A McDowall reported that the Hythe CAB was to merge with the Lymington & New Milton during 2010. Another meeting was to be held next week with no decision so far as to where the branch would be based. d) New Forest Environmental Liaison Committee: Cllrs M Fidler and A Glass. No meeting had been held. e) Transport Committee: Cllr R Wappet. No meeting had been held. f) Waterside Youth Steering Committee: Cllr Mrs K Lord. Not present. g) Calshot Project: Cllr G Smith reported that it seemed likely that the hall would close after the summer due to lack of use. h) Waterside Heritage: Cllr E Holtham had been unable to attend. i) Police Working Party: Cllrs Mrs S Courtney, A Glass and Mrs S Read: A meeting had been held during the last week where it was reported that the average traffic speed in Hampton Lane had recently been recorded as 47mph. j) New Forest Association Local Councils: Cllrs A Glass & Mrs B Maynard. A recent meeting had proposed an increase in representatives, this item to be discussed under item 150a vi. k) Age Concern: Cllrs R Lewis reported on forthcoming events to be held including a skittles evening and a Ladies “Clothing Swap”. The lease of the Totton shop was due for renewal. Cllr Mrs M Alderman provided minutes of the February & March meetings (see attached Appendices C & D). l) Arson Forum: Cllr Holtham was nominated to attend and report to Council.

145. Freehold transfer of Harrier Way: Report from Cllr Holtham: Members noted the report made by Cllr Holtham (see attached Appendix E)

RESOLVED: To carry on with negotiations and to accept the transfer of the Harrier Way Play Area subject to conditions being met.

146. Risk Assessment from the Centre Manager relating to Skate Park use and to consider future action: Members considered the Risk Assessment provided (see attached Appendix F) and considered that fencing of the skate park would solve any problems that may arise on match days. Confirmation that daily checks were being recorded was requested.

RESOLVED: To obtain up to date quotes for fencing of the skate park, these to be discussed at the next Public Services meeting 27 May 2009. To confirm staff members are recording daily Risk Assessment checks.

147. Minutes of Committees:

RESOLVED: That the minutes of the Amenities Committee 4 March 2009 be signed as a correct record.

RESOLVED: That the minutes of the Public Services Committee 18 March 2009 be signed as a correct record with the exception of item 10, transfer of Harrier Way, Open Space and Play Area.

RESOLVED: That the minutes of the Policy, Resources & Personnel Committee 1 April 2009 be signed as a correct record with the exception of item 10a iii) request for skate park closure.

148. Risk Assessment Action Plan: To consider action to be taken and responsibility for maintenance and note that the completed Risk Assessment Register is available to view.

RESOLVED: To refer the Risk Assessment Action Plan to the next meeting of the Policy, Resources & Personnel Committee to be held 10 June 2009.

149. Fidelity Guarantee Insurance:

RESOLVED: To note the observation from the Finance Officer and to agree in principle to review the Fidelity Guarantee Insurance cover when renewal is due in June 2009.

150. Correspondence: a) i) New Forest Bee Keepers Association: Request for site for Apiary.

RESOLVED: The Senior Groundsman to advise if any areas suitable for placement of beehives were available within the parish and inform the New Forest Bee Keepers Association accordingly.

ii) Fawley Falcons Football Team: Request to erect sign on QEII Community Building.

RESOLVED: To agree to request to erect sign (smaller than suggested) on QEII Community Building.

iii) Hampshire Association Local Councils: The updated Dismissal, Disciplinary, Grievance & External Complaint Procedures to comply with changes in legislation as from 6 April 2009. RESOLVED: To adopt the updated Dismissal, Disciplinary, Grievance & External Complaint Procedures from HCC (see attached Appendix G) and to include this in the rewrite of Standing Orders.

iv) Hedleys Solicitors: To consider purchasing a copy of a Guide to the New Employee Disciplinary and Grievance Procedures at cost of £75.00. Not required. v) National Association Local Councils: Invitation to put forward any council motions, to be debated at the NALC AGM 4 September 2009. Noted. vi) New Forest Association Local Council: To note report from Chairman of NFALC and request for nomination of representatives in Area 4. Members considered the information had been provided too early and wished to wait for advice on the correct procedures to be applied. A letter of support to be sent to Hythe & Dibden Parish Council regarding the concerns raised by them.

b) Information: i) NFDC: Notice of temporary road closure: Holbury Drove, Holbury. 1 May 2009 expected closure no longer than 3 days between 09.30 – 16.00 hrs on each day. Noted. ii) NFDC: Guidance for Parish/Town Councils on their role in the preparation of community plans. Members considered there was no mandate to proceed with a Community Plan if any funds were to come from the Council’s budget. iii) Hampshire Association Local Councils: Government response to Report on Issues Facing Rural Communities. Noted. iv) New Forest National Park Authority: Advice of Community Funding Opportunities. Noted. v) New Forest Access for All: Dates of Open Meetings 2009. Noted. vi) Letter of thanks from disabled gym user regarding excellent facilities and polite and friendly staff. The letter had been circulated to staff.

c) Available from the office upon request: Community Action Hampshire, Action News Update April 09, Community Action Hampshire Communique, March 2009, Local Councils Update April 2009, Information Commissioner’s Office, DVD Advice on Freedom of Information Act and Environmental Information Regulations, Community First New Forest, Push for Safer Homes and Spring 2009 Newsletter, |Totton & Eling Town Council, An Official Guide to Totton and Eling, NFDC, Home Talk Spring 2009, Hampshire County Council, Hampshire Now Spring 09, HALC, Local Councils News, Spring 2009, Waterside Heritage Minutes of AGM.

Exclusion of public and press.

RESOLVED: That, considering the confidential nature of the business to be transacted, the public, including the press, be excluded from the remainder of the meeting.

151. Lease of Land at Gang Warily: Members discussed two recent offers for lease of land at Gang Warily one of which was considered unsuitable for the site.

RESOLVED: The Centre Manager to proceed with offer from Oak Transport Services Ltd. for lease of land at Gang Warily, electricity and waste facilities available if required. The Centre Manager to discuss further with New Hope Church the size of plot required and to investigate if another more suitable site to lease/purchase could be found.

152. Date of next meeting: Annual Parish meeting 29 April 2009.

There being no further business the meeting closed at 9.23 pm

……………………………… Chairman